Title
Authorize the Director of the Information Technology Department to execute an Order Form with Equinix, LLC. which includes non-standard auto-renewal language.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Authorize the Director of the Information Technology Department to execute an Order Form with Equinix, LLC. which includes non-standard auto-renewal language.
SUMMARY/DISCUSSION:
On July 25, 2017, the Monterey County Board of Supervisors approved an agreement with non-standard terms and conditions with Equinix, LLC. The purpose of this agreement is to improve the performance of Microsoft Office 365. Under its terms, Monterey County Information Technology (ITD) would colocate an equipment rack in an Equinix data center to host County’s Border Gateway Protocol (BGP) router peering with Microsoft technology; Equinix would also supply consulting services to setup ExpressRoute, and virtual circuit bridging traffic from the colocation data center to Microsoft’s data center.
After the Board’s approval of the Equinix agreement, Equinix then requested that the County execute an Order Form to implement the agreement; the purchase order contains an additional non-standard provision, not previously reviewed or approved by the Board. In its Order Form, Equinix requests an auto-renewal clause, i.e., a provision stating that the agreement with the County automatically renews at the end of each term of one year, unless cancelled by either party. Equinix states the auto-renewal clause is necessary based on its automated systems and is required to avoid cancellation or disruption to County services.
ITD requests authorization to sign the Equinix Order form which stipulates the agreement term will auto-renewal for a twelve-month period; it does provide for cancellation of the agreement with ninety (90) days notice. Acceptance of this recommendation will enable ITD to complete its efforts to improve Office 365 performance. The non-standard terms in the agreement with Equinix previously approved by the Board remain unchanged.
OTHER AGENCY INVOLVEMENT:
County Counsel cannot approve the Purchase Order due to the non-standard auto renewal provision.
FINANCING:
The cost of the services indicated on the Order Form was approved in the County Board of Supervisor’s approval of the agreement on July 25, 2017.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
ITD continues to align its technology with County’s goals and priorities by strategically investing in Cloud technologies such as Microsoft ExpressRoute and Equinix’s Cloud Exchange. The Equinix project will enable County to have consistent and predicable transport services to and from the Cloud, and will therefore pave the way for the smooth transformation from an on-premise to a Cloud-based technology infrastructure operation model.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
__Public Safety
Prepared by: Lynnette Beardsall, Management Analyst, 759-6938
Approved by:
______________________________________ Date: _________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments: Equinix, LLC Order form; Equinix, LLC Signed Agreement
Attachments are on file with the Clerk of the Board